Project Associate

a.  Provides effective project implementation and financial management support focusing on annual achievement of project results and delivery targets:

• Support multiple project implementation in performing budget cycle management including planning, preparation, revisions, and budget execution in accordance with UNDP Financial Rules and Regulations, and maintain a proper record of approved project budgets and revisions;
• Prepare documentation for all types of payment requests and process against approved project annual work plan in accordance with UNDP Financial Rules and Regulations;
• Monitor project budget and its expenditures, ensuring that no expenditure is incurred before it has been authorized and maintain a proper record of commitments and planned expenditures;
• Prepare and submit project budget and expenditure status reports in compliance with UNDP and donor’s requirements;
• Supports timely financial reporting of current year’s activities and timely commencement of following year’s activities;
• Undertake project financial closure formalities including submission of final project reports, transfer and disposal of equipment, closure of all project financial transactions, and support project terminal evaluation exercise;
• Respond to queries from the UNDP and donors with respect to financial aspects of the projects, liaise with UNDP-appointed and external auditors wherever required;
• Compile technical and financial reports, and upload into relevant UNDP database or digital platforms as required;
• Ensure proper filing and maintenance of all hardcopy and electronic files of all project related documents as per UNDP requirements.

b.  Provides effective administrative and logistic support services focusing to the achievement of the project results including gender mainstreaming:

• Support the preparation of the project level calendar detailed with regular project board/steering committee and management meetings, and monthly and/or quarterly project coordination meetings with project teams;
• Assist in arranging appointments, organizing meetings, events, project field visits, taking minutes of meetings and drafting correspondence as requested;
• Ensure efficient travel and logistics arrangements are made for the project team members and relevant project personnel as required;
• Perform logistical arrangements for project events (such as project related meetings, conferences, workshops, donor meetings, field visits, training, etc.) while ensuring compliance with UNDP Programme and Operations Policies and Procedures (POPP);
• Update and maintain the inventory of project assets/equipment;
• Ensure the project documentation is regularly updated and archived where applicable;
• Any other administrative duties relevant to achieving the project results.

c.  Provides effective procurement and contract management support focusing to the achievement of project results including annual delivery target:

• Assist in the preparation of project annual procurement plans;
• Create project procurement requests, e-requisitions, check budget for accuracy, and do receipts for payments in UNDP Enterprise Resource Planning system;
• Support procurement and contracting processes (Individual Consultants, goods and services) by coordinating and preparing necessary documents;
• Support the preparation of documentation for Contract Assets Procurement (CAP) meetings and Regional Asset Contract Procurement submission;
• Record, monitor and track all contracts (Individual Contract, Contract for Goods / Services), responsible party agreements and letter of agreements with government partners awarded or signed at the project level to ensure timely submission and acceptance of outputs/deliverables and timely processing of payments to contractors / vendors as per agreements / contracts;
• Support timely closure of Purchase Orders and agreements / contracts supported by proper documentation in coordination with the Project Management Associate / Programme Associate, NCE.

d.  Ensures knowledge building and sharing, and technical support focusing on the following results:

• Assist in the preparation and implementation of project stakeholder engagement plans;
• Assist in the preparation and implementation of project monitoring, evaluation and reporting plans;
• Support the preparation and implementation of project communications, advocacy and outreach plans including development of knowledge products and communications materials;
• Support the implementation of project gender action plan;
• Support the process of new project design;
• Ensure facilitation of knowledge building and sharing, and provide guidance to relevant partners and stakeholders on financial and administrative matters;
• Provide advice on project administrative, financial and/or procurement & contract management processes and procedures to partners;
• Document lessons learned and best practices in project administration, financial, event and/or procurement & contract management.